Attachment 1 - SOP Office Relocation.pdf

Standard Operating Procedures

I. Notify Customer of Relocation A. Lease expiration Real Estate and Capital Assets (RE&CA) notifies district offices of their expiring lease approximately 22 months prior to termination.

1. RE&CA obtains concurrence from District’s Deputy Comptroller to proceed with relocation

2. RE&CA notifies the Assistant Deputy Comptroller (ADC) for the field office and/or a Large Bank

(LB) representative of expiring lease. Discussions include:

a. Space needs

b. Condition of existing space

c. Landlord’s responsiveness

d. General overall building maintenance

B. Request for relocation

1. In some circumstances, the district office or field office may initiate a request to relocate the field office to another facility due to an organizational realignment, office closing or other business necessity.

C. After the decision to relocate has been determined, RE&CA prepares and sends a Project Initiation Form (PIF) to ADC, District’s Deputy Comptroller, Senior Deputy Comptrollers for M/CBS and OM (if the total dollar amount exceeds $100,000) for signature. The form includes proposed lease term, relocation or succeeding lease, and associated costs.

1. The ADC/EIC reviews and signs the PIF.

2. The DC/SDC reviews and signs the PIF initiating the relocation project.

D. Once approved by SDC, the total project cost as stated on the PIF is included in the budget request.

E. A kick-off meeting is held via teleconference with the ADC/EIC, NTEU representative, RE&CA leasing staff and RE&CA design staff.

II. Determine Space Requirements A. Upon receiving approval by all parties for the project to begin, the RE&CA design staff request that the architectural contractor compile a Space Requirements Report (SRR).

1. The architectural contractor issues a Space Requirements Questionnaire (SRQ) to the ADC and/or LB representative.

2. After the ADC and/or LB representative complete and return the SRQ to the architectural contractor, the architectural contractor assembles the SRR and issues it to the ADC and LB representative for signature.

3. After the signed SRRs are received, it is issued to the DC(s) for review and signature, and finally to the SDC(s) for review and signature.

III. Define Delineated Area

A. The delineated area is discussed with the ADC to ensure adequate competition per the Federal Acquisition Regulations (FAR) and General Services Administration Acquisition Manual (GSAM).

1. Priority to Central Business Areas and Rural Areas

2. Accessibility to client banks (via public transportation, highway, etc.)

3. Access to other agencies/organizations, etc.

B. A market survey is performed.

IV. Conduct Market Research A. RE&CA conducts a market research of delineated area via phone, Internet or correspondence with landlords of buildings identified in the delineated area that can accommodate the square footages indicated on the Space Requirements Report.

B. Lease requirements for 10,000 square feet or greater (new lease at the existing location or relocation), an advertisement is placed in the local newspaper and fedbizopps.com. For any requirement that is less than 10,000 square feet the advertisement requirement does not apply.

Standard Operating Procedures, cont.

V. Tour Sites A. RE&CA, it’s architectural contractor, representatives from OCC’s security office (CIPS) and Information

Technology Service (ITS) and two representatives from field office (1 management, 1 union) visit the existing field office and tour buildings identified during the market research, including historic buildings listed on the national registry as required by Executive Order 13006.

B. See attached Laws, Regulations and Executive Orders for Leasing Real Property.

VI. Negotiate New Lease A. RE&CA submits request for proposals (lease forms) to each landlord that can meet the requirements of the OCC’s build out, ADA compliance, timing, etc.

1. RE&CA notifies ADC of status of request for proposals

2. Lessor responds to RFP

B. Upon receipt of requests and evaluation of the costs and other award factors (including reviewing the test fits prepared by the architects), RE&CA negotiates with each landlord following the FAR and GSAM, and request final proposal revisions.

C. Upon receipt of the final proposal revisions, the selection is made based on the criteria outlined in the lease documents.

VII. Award Lease

A. RE&CA notifies ADC of Lease Award and provides a copy of fully executed lease.

VIII. Design and Construct New Space A. Space Planning and Design Development

1. RE&CA authorizes the architectural contractor to commence space planning.

2. In accordance with OCC’s standard adjacency requirements, the architectural contractor creates and submits a space plan to RE&CA for review and direction.

3. RE&CA and the architectural contractor review the space plan, standard finish options, and standard furniture with local management (ADC and/or LB representative) and NTEU representative(s) and obtain a finish palette selection.

4. Once management selects a finish option, RE&CA submits it NTEU for review and comment.

5. Upon receipt of the NTEU’s comments, RE&CA works with management to discuss the response.

B. Construction Documentation

1. RE&CA authorizes the architectural contractor to start the construction documents (CDs).

2. Preliminary CDs are forwarded to ITS and Security for review and comment.

3. After the engineering portion of the CD’s is complete, the architectural contractor forwards it to the Landlord’s Engineer for their portion of the work.

4. The engineering drawings (mechanical, electrical, and plumbing) are prepared and returned to the architectural contractor for review.

5. The architectural contractor reviews the engineering drawings and incorporates them into the final construction document package.

6. The final CD package is submitted to RE&CA for review and approval.

7. Upon approval, the CDs are issued to the landlord for pricing and permits.

C. Construction Documentation Pricing

1. The landlord submits the CDs to at least three general contractors for pricing.

2. The architectural contractor reviews the bids, prepares an analysis, and submits a recommendation to RE&CA.

3. RE&CA issues a notice to proceed to the landlord identifying the general contractor to be awarded.

D. Furniture Requisitions (Simultaneous to construction documentation)

1. The architectural contractor submits furniture requisitions from the approved finish palette and submits them to RE&CA.

2. RE&CA submits them to the budget contact that forwards the approved requisitions to Acquisitions for procurement.

3. The architectural contractor oversees the ordering, tracking and installation of the furniture.

Standard Operating Procedures, cont.

E. Construction

1. The Landlord applies for and obtains permits for construction.

2. The architectural contractor schedules the construction commencement meeting with the

Landlord’s representative, the general contractor, RE&CA and ITS.

3. Throughout construction, the architectural contractor performs site inspections and attends construction progress meetings.

4. When construction is complete, the landlord’s representative issues notification of substantial completion to RE&CA.

5. The architectural contractor conducts a walk-through with the general contractor, landlord’s representative, and RE&CA to develop a punchlist.

6. The Landlord notifies RE&CA when the general contractor has cleared the punchlist. The architectural contractor visits the site for a final inspection.

F. Furniture Installation

1. The architectural contractor coordinates the furniture installation with the landlord’s representative and furniture vendors.

2. Once the installation is complete, the architectural contractor conducts a walk-through with the furniture vendors and RE&CA to develop a punchlist.

3. After the furniture vendors clear the punchlist, the architectural contractor visits the site for a final inspection and issues a notification of completion.

G. ITS Installation

1. ITS installs remaining voice and data equipment.

H. Office Tour

1. RE&CA and the architectural contractor conduct a walk-through of the new office space with local management (ADC and/or LB representative) and NTEU representative(s).

IX. Physical move to the new Field Office

1. RE&CA, with input from the Field Office point of contact, develops a scope of work for obtaining bids from moving companies, and submits to the new Landlord.

2. The new Landlord coordinates a meeting(s) with the Field Office point of contact and at least three moving companies to review the scope of work.

3. The Landlord provides the proposals for the moving services.

4. RE&CA reviews the bids and solicits feedback from the Field Office point of contact.

5. RE&CA issues a notice to proceed to the Landlord identifying the moving company to be awarded.

6. As identified in the scope of work, the moving company delivers supplies to the field office.

7. The relocation occurs as scheduled.

X. Dispose of Excess Property A. Furniture and Equipment Excessing

1. Architectural contractor or RE&CA performs initial inventory of existing furniture and equipment.

2. Inventory is then reviewed by RE&CA, Field Office point of contact, architectural contractor and

IT to determine what items will be moved to the new office and which will be excessed.

3. Usable or repairable items to be excessed are documented on an SF-120 and may be directly transferred to another OCC Unit or the Department of Treasury. Computer equipment can be directly transferred to qualifying schools and non-profit educational organizations. RE&CA will coordinate Treasury donations, ITS coordinates computer equipment donations.

4. If the OCC does not dispose of property by one of the above methods, the excess property is reported to the General Services Administration (GSA) for potential transfer to Federal agencies, State and local governments, non-profit educational and public health organizations, public agencies or other qualified program.

5. Any interested agencies or organizations are offered the opportunity to screen on-site excess property for a specified period, generally not less than 21 days.

6. If time or resources are not available to provide a full screening and/or removal process, RE&CA will make arrangements for a contractor to remove items in order to complete the disposal process.

7. RE&CA documents and arranges for disposal of items that are broken, obsolete or otherwise have no commercial value and can be abandoned or destroyed without screening or sales action.